Year-End Prep 2019

All dates contained herein are current best estimates.

Any changes will be communicatedas needed in an official campus communication.

UTA Business Affairs

https://www.uta.edu/business-affairs/

Rolling a PO Forward“Rolling” is the PeopleSoft/UTShare

terminology for moving an open

encumbrance from the current Fiscal Year

into the coming Fiscal Year.

When all payments will NOT be completed

in the current fiscal year.

2

Closing PO’sWhenever all activity is complete on a PO (e.g.

there will be no more receipts or payments), the

PO should be closed. This serves two purposes:

- Releases any remaining encumbrances

back to the Cost Center(s) or Project(s)

- Clears them out of the system so there

are fewer transactions to process at Year

End

3

Closing PO’s (con’t)Procurement is monitoring PO’s

monthly and contacting departments regarding PO’s that appear they may be

ready for closure.

However, departments should also be using the various reports and queries available in UTShare to monitor their

own Cost Centers, Projects and Budgets.FMS Reporting Tools>Query>Query Viewer>UTA_PO_OPEN_ENCUMBRANCE

(allows you to pull all open encumbrances on PO’s by DEPT ID)

4

Canceling Travel Authorizations

Travel and Expense reviews each month approved Travel Authorizations that have

not been linked to an Expense Report.

If the travel dates on the Travel Authorization are 90 days and older since the last day of travel, they are canceled.

The creator is notified of the cancelation.

After 60 days, becomes taxable income.

5

Canceling Travel Authorizations (con’t)

Canceling a Travel Authorization will:

- Release any encumbrance

- Close the document

The cancelation process is permanent.

6

Rolling a Travel AuthorizationAs with PO’s, “rolling” is the

PeopleSoft/UTShare terminology for

moving an open encumbrance from the

current Fiscal Year into the coming Fiscal

Year. Why needed?

When all reimbursements will NOT

be completed in the current fiscal year

(by 8/31/18). 7

Updating Budget and Accounting Dates On Expense Reports

Outstanding Expense Reports that have not been completely approved have their

budget and accounting dates updated.

At this time, the budget and accounting dates are changed September 1st. If Travel

Authorization is associated with an Expense Report, those dates are updated as well.

8

Updating Budget and Accounting Dates On Expense Reports (cont.)

Once the update is complete, Travel and Expense re-budget

checks all the documents that had previously been budget checked in order for processing to continue.

9

Updating Budget and Accounting Dates On Vouchers

Disbursements will update all budget and accounting dates on all

outstanding vouchers to

September 1st.

If the voucher was budget checked prior to the update, it will be

re-budget checked in order for processing to continue.

10

Early MayPreparation for End-Of-Year 2019

- Procurement will notify departments of blanket orders ending 8/31. Departments will need to respond in one of the following ways:

- If there are renewals remaining, do we wish to renew?

- Still involves quite a bit of activity between Buyer, Vendor and Department

- If there are no renewals remaining then department must review and modify the scope of work/requirements (if needed) and a new competitive solicitation issued.

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Early May (cont.)

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- Department must provide Cost Center and Requester ID for each order so that Budgets can create a “dummy” budget in coming fiscal so a requisition can be entered with a budget date of 9/1.

This is important in order to allow scheduling of workload and time for competitive solicitations

where needed.

End of May

Departments must submit their responses to Procurement by

5/31 regarding all Blanket Purchase Orders and their

associated cost centers that need to be in effect 9/1.

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July

- PO cleanup intensifies in order to close out any PO’s that are complete and do not need to be rolled to the coming fiscal year.

- Buyers working to complete orders for this fiscal year as well as working on renewals and new solicitations for orders that must be in place 9/1/2019

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Mid JulyRequisitions for Current FY orders that are $15,000 are greater must be approved and sourced to a Purchase Order by 7/12.

- This is critical to ensure that the Procurement process can be completed and

PO issued prior to 8/31.

Requisitions exceeding $15,000 sourced to a PO after this date will be cancelled and returned to the department. Requisitions

can be re-entered after 9/1.

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1

Procurement will email departments with list of all PO’s with a remaining encumbrance and request

direction to either roll or close.

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Procurement

PO Vouchers - Will continue to focus on processing PO vouchers and processing payment prior to the

published deadline of August 23.

Vouchers

Continues canceling Travel Authorizations that are 90 days past the last day of travel.

Travel & Expense

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Week of 7/29

Cost Center deficit balances must be taken care of and positive balances reported Friday, August 2

Budgets

eForms for Monthly PayrollJuly 18th

Payroll

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1

2

Week of 8/12

PO Vouchers - Will continue to focus on processing PO vouchers and processing

payment prior to the published deadline of August 23.

Vouchers

Continues canceling Travel Authorizations that are 90 days past

the last day of travel.

Travel & Expense

Requisitions – Current FYAugust 16 is the last day to submit fully approved requisitions totaling less than $15,000 for FY 19 and last

day for Mav eShop orders.

Procurement

Week of 8/19

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PO Payment VouchersAugust 23 is the last day to process and

submit PO Vouchers to be included in the AP check run dated 8/31.

Vouchers

Expense ReportsAugust 23 is the last day to submit fully

approved Expense Reports to be included in the final check run dated 8/31.

Travel & Expense

Last day to submit fully approved position funding changes for FY19 Friday, August 23.

Budgets

1

2 Accounting CorrectionsDate TBD

Accounting

19

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2

Week of 8/26

All POs not previously closed must be rolled by close of business, August 31.

Procurement

Disbursements will be strictly processing Non-PO Vouchers to be included in the current fiscal year. Final check run 8/31,

noon.

Vouchers

Rolling of Travel Authorizations ends August 30. Errors are addressed.

Outstanding Expense Reports identified and made available for

budget/accounting date updates via request to UTShared Information

Services (UTSIS).

Travel & Expense

Continuedon next page

Week of 8/26 (cont.)

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eForms for semi-monthly payrollAugust 29th

Payroll

Cash Receipts and Petty CashDate TBD

Accounting

Budgets Last day to submit fully approved budget transfers for FY19 Monday, August 26.Balance forward “estimated” entries will be posted by Friday, August 30.

(FY20 Budget available Friday, August 30)

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2

New Fiscal Year

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Sept. 1 Requisitions for FY20 will be sourced to POs and processed as normal.

This includes Mav eShop.

Procurement

Sept. 1 Outstanding vouchers are mass updated with new fiscal year

budget/accounting dates before normal processing can resume.

Vouchers

Outstanding Expense Reports accounting/budget dates update completed before normal processing can resume.

Balance forward details are submitted to the Office of Budgets and Financial Planning.

Travel & Expense

Continuedon next page

New Fiscal Year – FY18-19 (cont.)

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Hourly Payroll Week of 9/1August 29th

Payroll

Date TBD:Interdepartmental Transfers

All Voucher Types Close FY 18-19

Accounting

1

2

Procurement Pro-Card StatementsDate TBD

Questions?

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Joe White Andrea WrightAssistant Director for Procurement Executive Director& Strategic Sourcing Accounting ServicesProcurement Services awright@uta.eduJosephsw@uta.edu 2-70742-6148

Randall Piatkowski David MaldanadoAssistant Director of Disbursements DirectorOffice of Procurement Payroll ServicesPiatkowski@uta.edu dmaldonado@uta.edu2-0404 2-5426

Ginnie CarySenior Director, Budgets, Planning & Analysiscary@uta.edu2-0929